GroupMAX ME User Guide Managing RezHUB - Passkey

GroupMAX ME User Guide
Managing RezHUB

Managing RezHUB
RezHUB is the tool utilized to manage the reservation delivery to the hotels. Through RezHUB the date that hotels
will be allowed access to their reservations, how long they have to enter those reservations and if they are required to
provide a hotel confirmation number in GroupMAX can all be controlled.
There are two types of hotels:
1. Integrated Hotels – These hotels have the ability to electronically transfer their reservations
from GroupMAX to the hotel’s PMS/CRS system. The hotel confirmation number will automatically
be saved in GroupMAX.
2. Non-Integrated Hotels – These hotels will need to log into RezHUB to get a detailed list of
reservations. They will then need to be manually entered in the hotel’s PMS/CRS system.
Through RezHUB the following can be managed:
• Hotel Reservation Access date
• Notifications to the hotels with event instructions and processes
• Hotel requirements for entering confirmation numbers
• Days allowed for a hotel to enter the reservations into the hotel PMS/CRS system
In this section, learn how to:
• Set defaults at the Organization level
• Edit defaults at an event and hotel level
• Manage communications with event hotels
• Manage reservations transferring to event hotels
• Set Defaults at the Hotel Profile level
At the completion of this section, users will be able to:
• Manage the transfer of reservations to the event hotels.
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Managing RezHUB
1.1 Organization Level Defaults
The Organization Profile:
Defaults
Default level settings for the Organization can be managed at this level. These settings will then default into each
group built. (see image 1.1)
• Reservation Notification Email – This is used for the “BCC” option on Campaigns. The Organizer
will then receive a copy of the Reservation Notifications.
• Home Screen Alerts – Defines the number of days which an alert will be posted on the Home Screen of
the Organizer. Hotels will be informed that they have this many days to enter the reservations into their
PMS/CRS and process the reservations.
Image 1.1
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Managing RezHUB
Libraries - Campaigns
There is a campaign section specifically for communication to the event hotels about the process for getting the reservations
to the hotel PMS/CRS system. Defaults at the Organization level can be used in bundles or copied into events.
At the event level, they can be customized on an event-by-event basis (see image 1.2).
• Hotel Welcome Email – Used to announce the event to hotels. This is similar to the Planner E-Mail. There
are two separate messages which are targeted to how the different hotels need to process reservations.
• Hotel Reservation Notification – Used to notify hotels of reservations in GroupMAX ME which have not
been processed into their hotel PMS/CRS.
• Hotel Notify – Similar to Quick Notify but is sent to hotels. One of the template includes directions that
can be sent to non-integrated hotels on how to access their reservation data.
Image 1.2
As part of the campaign settings, a user can opt to have a copy of the campaign sent to the Organizer. The message
will be sent to the email address entered into the Reservation Notification Email address on the Defaults screen of
the Organization Profile (see image 1.3).
Image 1.3
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Managing RezHUB
1.2 Event Setup and Management
Sample Event Workflow
Event Setup
Manage Events
• Identify Reservation Transfer Methods
Image 1.4
• Define Email Address for Non-Integrated Hotels
• Enable Campaigns
• Dates for Reservation Access
• Display indicators
• Resend Hotel Welcome / Update Email Address
• Requirement for Hotel Confirmation Number
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Managing RezHUB
Event Setup
In the Event Wizard, at the top of the inventory screen for each hotel is a notice informing the user if:
Integrated Hotel
• The hotel is an integrated hotel and what type of integration the hotel has with GroupMAX (see image 1.5)
• If email notifications will go out to a non-integrated hotel (see image 1.6)
• If there is no email address in the system for a hotel to receive notifications (see image 1.7)
Non-Integrated with an email address
Non- Integrated Hotel without an email address
Image 1.5
Image 1.6
Image 1.7
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Managing RezHUB
To add or change a hotel’s email contact address, click on the link within the message. A new window will open where
the email address can be added/changed (see image 1.8).
Image 1.8
If a user clicks the Next button to move to the next step of the Event Wizard and there are missing email addresses,
a warning notice will appear (see image 1.9).
Image 1.9
This warning can be ignored at this time and email addresses can be entered at a later time on the Event Home
screen for each hotel if needed.
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Managing RezHUB
To access the email field after exiting the Event Wizard, select the hotel from the Event Home screen. Edit the email
address of the hotel recipient. There will be an option to Send the Hotel Welcome Email to the newly added contact.
This will then create a new campaign in the Hotel Welcome Email category (see image 2.0).
Event Hotel Communications
Review and enable Communications for the event.
Image 2.0
• Enable Hotel Welcome Emails to notify participating hotels about the event and any related processes.
• Enable Hotel Reservation Notifications to notify hotels once they have reached their Access Date that
there are reservations waiting to be processed.
• Enable Hotel Notify notifications to remind hotels of the process for accessing reservations. This should
be sent out just prior to hotels reaching their Reservation Access date.
Reservation Access Date
The Reservation Access date is the date that an individual hotel can begin to access their reservations in GroupMAX.
The hotel will not be able to manage their inventory in the event until after the Event Cutoff date.
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Managing RezHUB
The Reservation Access date only impacts when they are able to receive their reservations. The Event Cutoff
date will be the default for all hotels (see image 2.1).
NOTE
Any changes by an attendee to the hotel selected in their reservation will be restricted for hotels that have reached their
reservation access date. To change a hotel for these reservations, the reservation will have to be cancelled and re-booked in
the new hotel.
To change the Reservation Access date for an individual hotel:
1. Select the hotel from the Event Home screen
2. Click on the Inventory Tasks option
3. Select Manage Dates
4. Edit the Reservation Access date
5. Save
Image 2.1
From the Home screen, if any hotel has a Reservation Access date other than the Cutoff date, an icon will appear
next to the Cutoff tracker next to the name of the event (see image 2.2).
Image 2.2
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Managing RezHUB
Once the Reservation Access date has been reached, integrated hotels will automatically receive their reservations
as long as they have set up the information for their GroupLink transfer. Non-Integrated hotels will begin receiving
an email via campaigns notifying them of any pending reservations. The frequency of these emails is determined by
the delivery settings on the Hotel Profile (see image 2.3).
Hotel Confirmation Numbers
Image 2.3
By default, hotels are not required to enter their hotel confirmation numbers into GroupMAX as they process reservations
(image 2.4).
To turn this feature on for a specific hotel:
1. Select Advanced Options
2. Click on the name of the hotel
3. Check the Require Hotel Confirmation Numbers box
4. Save
Once enabled, the hotel will be required to enter their hotel confirmation number into the RezHUB screen and
remove the reservation from their list.
Image 2.4
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Managing RezHUB
Home Screen Notifications
• If there is at least one hotel with a Reservation Access date other than the cutoff date, there will be an
indicator on the Home screen next to the Cutoff column (see image 2.5).
Image 2.5
• An alert will appear in the Alerts box if there are reservations that have not been processed by the
hotels in a timely manner once the Reservation Access date has passed. The timing for these notices is
deter mined by the Home Screen Alerts setting on the Organization Profile. To view the reservations
that have not been processed click on the alert and a box will open listing the name of the event(s) and
the number of reservations to be processed (see image2.6).
Image 2.6
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Managing RezHUB
Event Home Alert
• Clicking on the Unprocessed Reservations alert on the Event Home screen will open a list of
unprocessed reservations with the hotel and attendee name listed (see image 2.7).
Image 2.7
• This information may also be accessed from the Delivery Status link under the Reservations option in the
navigation bar (see image 2.8).
Image 2.8
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Managing RezHUB
Reviewing Reservations in RezHUB Delivery List
Organizers have the ability to view and modify reservations in the hotel’s reservation list. The list can be accessed
on the Home screen or on the Event Home screen under Frequent Tasks (see image 2.9).
• From the Home Screen – This will display all unprocessed reservations regardless of event or hotel.
• From Event Home – This will display all unprocessed reservations for the selected event.
Image 2.9
Key Page Features:
• Status - The status of a reservation which will indicate if it is a new, modified or a cancelled reservation.
• Hotel Confirmation – Used to enter/view the hotel’s confirmation number from the PMS/CRS.
• Process Reservation Button - Removes the confirmed reservations from the list.
• View Details Button - Displays the full reservation details for selected reservations.
• Print Report Button - Prints all reservations currently in view.
Organizers may opt to enter hotel confirmation numbers on behalf of the hotel and then Process Reservations to
remove them from the list (see image 3.0).
Image 3.0
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Managing RezHUB
Find Reservation
• A new search will be available under “Find Reservation” which will allow for searching by
Hotel Confirmation Number which is being updated either by the hotels manually, or by integration
(see image 3.1).
Image 3.1
• Once a reservation has been selected, clicking on the Reservation Note area will display the
hotel confirmation number, the date it was processed and the user that processed it (see image 3.2).
Image 3.2
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Managing RezHUB
Hotel Settings
The default email address and the scheduled delivery times for email notifications can be viewed and managed
on the hotel’s profile. Organizers only have access to view and edit the information for non-integrated hotels (see
image 3.3).
Image 3.3
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